Prior Information Notice (PIN): Procurement of Comprehensive Housing Stock Management Software
1. Introduction:
Cambridge City Council a public sector entity, is looking to engage with the market prior to a strategic procurement initiative that it may conduct to acquire a software solution for housing stock management.
We are issuing this Prior Information Notice (PIN) to notify potential suppliers in the market about our broad requirements.
2. Scope of Requirements:
We are seeking to engage with suppliers of a unified platform that comprehensively addresses the following key areas in housing stock management and its wider property portfolio:
2.1 Work Order Management:
- Efficient handling of work orders from initiation to completion.
- Streamlined collaboration among stakeholders, both internal and external.
- Single channel experience for residents beyond self-service, including requesting repairs and scheduling appointments.
- Dynamic Resource Scheduling facilitating fully mobile workforce.
- Suitable reporting to support the above, including employee productivity reporting – inc Voids
2.2 Voids Management:
- Streamlining key-to-key voids processes to minimise turnaround time.
- Implementation of strategies to reduce rent loss during void periods.
2.3 Compliance Management:
- Ensuring adherence to current and future regulatory requirements and compliance standards.
- Retaining control over property and assets data to maintain compliance with tracking systems.
Facilitate requirements of the Building Safety Act to enable safe building management, particularly in relationship to multi-contractor works
2.4 Inspections:
- Simplifying property inspections through an intuitive app-based system.
- Flagging and resolving issues promptly during inspections.
- Post-works inspection management
2.5 Resident Engagement:
- Offering an omni-channel experience that exceeds self-service expectations.
- Providing residents with tools for diagnostics, repairs, and appointment scheduling.
- Embedded into the customer journey an independent customer satisfaction portal that is in alignment with housing regulation requirements
- Clear resident management in relation to safeguarding, alerts and virtual training for supply chain to ensure corporate policy alignment
2.6 Supply Chain Management:
- Integrating supply chain management functionalities for seamless operations.
- Integrating live supply chain performance and compliance
- Flexible supply chain management
2.7. Diagnostics Tool:
- Implementation of a diagnostics tool to enhance troubleshooting and issue resolution efficiency.
- Ability for future API integration to enable proactive management of certain repairs processes and requirements.
2.8. Collaboration and Stakeholder Engagement:
- Streamlining work order delivery through improved collaboration, both within your internal team and with external stakeholders.
3. Objectives:
ObjectivesOur primary objectives with this procurement are to:
- Improve resident satisfaction through enhanced engagement channels.
- Minimise turnaround time for work orders and voids processes.
- Ensure compliance with regulatory standards and tracking systems.
- Streamline property inspections and issue resolution.
- Implement a robust supply chain management component
- Reporting and analytics to support optimised operational efficiency and delivery.